US20050067479A1

US20050067479A1 - Item collection bin and disposal method

Info

Publication number: US20050067479A1
Application number: US10/819,786
Authority: US
Inventors: Frank Albi
Original assignee: Business Information Services LLC
Current assignee: Business Information Services LLC
Priority date: 2003-08-28
Filing date: 2004-04-07
Publication date: 2005-03-31

Abstract

A tamper-evident bin for collecting confidential items has a self-locking closure that allows one to determine whether there has been an unauthorized opening of the bin. On a requested or a scheduled basis, a disposal service retrieves the old tamper-evident bin, provides a new tamper-evident bin, and disposes of the old tamper-evident bin and all of its contents without ever opening the bin. The bins can also include respective identity codes that allow them to be easily tracked to determine whether there has been an unauthorized replacement of a bin. Optional temporary storage of selected bins allows a second chance access to the bins prior to destruction.

Description

FIELD OF THE INVENTION

This invention relates generally to the collection and confidential disposal of items and more particularly, to a method of improving the security of the collection and disposal process.

BACKGROUND OF THE INVENTION

The issue of protecting personal and financial information has become more critical in recent years. For example, personal and financial information must be protected from unauthorized disclosure under requirements of the Health Insurance Portability and Accountability Act of 1996 (HIPAA), the Gramm/Leach/Bliley Financial Modernization Act of 1999 (GLB), the Video Privacy Protection Act (18 USC §2710), the Federal Education Rights and Privacy Act (“FERPA” 20 U.S.C. 1232g), as well as 42 C.F.R. §2.16. More general rights to personal privacy are guaranteed by the Fourth Amendment to the Constitution of the United States as well as various State Constitutions and statutes. In addition, businesses have vast amounts of internal proprietary information that must be kept confidential for competitive and other reasons. Although processes of collecting and disposing of paper are well known, emerging requirements have made many such processes obsolete. For example, with many processes, paper is simply collected for recycling. In other processes, paper containing confidential records and other proprietary information is collected in large plastic tubs that may or may not be equipped with simple locks, or canvas bags suspended inside of decorative cabinets. This paper is dumped from these tubs and bags, visually sorted, often by multiple personnel, according to ease of shredding and value in recycling, shredded, and finally recycled.
Some existing protocols call for the accumulation of used paper in non-secure holders before being transferred to relatively large, centrally located collection tubs or bags. In this process, confidential papers remain open to view and are susceptible to being lost or otherwise compromised before being transferred to the larger tubs.
There are other examples where the protection of corporate and personal information has become more critical in recent years. For example, containers for prescription pharmaceuticals have labels that contain proprietary patient information and further, those labels are not readily separable from the respective containers. Therefore, pharmacies must dispose of such used containers of in a secure manner. In another example, packaging of pharmaceuticals is often manufactured in excess of their need; and such packaging must be disposed of in a secure manner.
Thus, there is a need to improve the security of the methods used to process paper and plastic items that contain sensitive information requiring secure disposal to insure individual privacy as well as the security of other proprietary or otherwise private information, from the time the items are designated for secure disposal until they are destroyed, for example, by shredding, incineration or other processes.

SUMMARY OF THE INVENTION

With the present invention, tamper-evident bins having self-locking closures are locatable at individual workstations. Confidential records or other confidential items requiring secure disposal are inserted into the bins as necessary. While secured within the tamper-evident bins, such confidential items remain securely out of sight; and unauthorized removal would be evidenced by damage to the tamper-evident bins. Therefore, the security of the collection process is improved.
Further, the bins with the confidential items therein are collected and replaced with new tamper-evident bins without ever being opened. Unopened, tamper-evident bins containing confidential items are processed through machinery that simultaneously destroys both the bins and the confidential items within. Since the tamper-evident bins are never opened during the paper collection, transportation, and destruction processes, all opportunities for confidential records to be lost or viewed by unauthorized parties are eliminated.
In addition, each tamper-evident bin can be labeled with a unique identifying code that permits it to be tracked at every step from its placement in service until its destruction. Thus, the disposal method of the present invention is substantially more secure than any known method.
These and other objects and advantages of the present invention will become more readily apparent during the following detailed description taken in conjunction with the drawings herein.

BRIEF DESCRIPTION OF THE DRAWINGS

FIG. 1 is a flowchart illustrating one embodiment of an item disposal process in accordance with the principles of the present invention.
FIG. 2 is a flowchart illustrating another embodiment of an item disposal process in accordance with the principles of the present invention.
FIG. 3 is a schematic block diagram of a data collection device used in association with the present invention.
FIG. 4 is a layout drawing of an unassembled exemplary tamper-evident bin that is useable with the disposal processes of FIGS. 2 and 3.
FIG. 5 is a perspective view of a fully assembled tamper-evident bin that is created from the layout of FIG. 4.
FIG. 6 is a perspective view of another embodiment of a fully assembled tamper-evident bin.
FIG. 7 is a perspective view of a further embodiment of a fully assembled tamper-evident bin.

DETAILED DESCRIPTION

The confidential items collection and disposal process of the present invention has several different embodiments.
Basic Service
As with many item collection and disposal services, a user is able to select different levels of service. One embodiment of the present invention contemplates a collection and disposal process that is initiated substantially by the user on an as-needed basis.
The flowchart of FIG. 1 illustrates an exemplary process flowchart of the activities and functions that occur with the Basic Service. With the Basic Service, the collection and disposal service receives a pickup request (step 204) from the user. The user often makes the pickup request when their item collection bins are relatively full. Typically, a lead-time of one or more days is helpful, so that different customer destination stops can be scheduled in an efficient manner. However, requests can also be handled on a near real-time basis, such that a pickup request is handled the same day that it was received by the service personnel closest to the customer's locations. Because a number of service personnel will likely be on scheduled routes, the available space in their collection vehicle is also a consideration when determining how best to respond to a pickup request.
In response to a pickup request, the item collection and disposal service generates (step 206) various work orders and pickup routes. The work order and pickup routes can be printed and given to a service person. The service person then travels (step 208) to a first, or next, customer location to retrieve the old tamper-evident bin (step 210). The service person then determines via the work order (step 217) whether that was the last bin; and if not, the service person repeats the above process for the other bins at the current location. If the work order identifies more locations (step 218) for this route, then the service person travels to the next location (step 208), and the process of steps 208-217 is repeated.
As part of retrieving the old bin, the service person is able to observe the condition of the old bin. If the old bin is torn, it is highly likely that there has been an unauthorized entry into the old bin. Even though the self-locking closure and tamper-evident bin do not prohibit unauthorized entry into the bin, by visual inspection, one is readily able to detect damage to the bin and thus, determine whether there has been an entry into the bin. Therefore, the Basic Service has a substantially higher level of security than nontamper-evident collection bins, which are most often used for item collection.
Second Chance Service
A customer has an option of delaying the destruction of a collected bin. With some customers, for example, banks, it is often helpful to have the ability to retrieve items that have inadvertently been thrown away. Such customers can instruct that the destruction of certain bins, identified as second chance bins, be delayed for a period of time, for example, one month, after being collected. Therefore, during that period, they are able to retrieve items that were erroneously placed in the bin. At the end of the one month period, the customer is notified of the expiration of the one month period and is asked whether the stored second chance bins are to be destroyed or stored for a further time period.
Therefore, in continuing the Basic Service, the service person travels to the disposal facility and the old tamper-evident bins are unloaded. The incoming second chance bins are identified and stored in accordance with a customer's instructions (step 220). Thereafter, all second-chance bins and recently collected bins that are currently scheduled for destruction are collected and destroyed (step 222) without being opened by either a customer or service person. It should be noted that with each step of the process, the person handling the tamper-evident bin is able to check the integrity of the bin and thus, determine whether the contents of the bin remain secure.
A major advantage of the Basic Service is that the tamper-evident bins are never opened, and confidential records cannot be viewed during the collection and disposal process. No one can see what was thrown away, and the confidentiality of records is preserved. A second advantage is that the tamper-evident bins show physical evidence of a bin being opened, for example, a tearing of a wall, joint, or self-locking closure. Once observed, an investigation can be initiated as whether the opening was authorized. Such evidence of the bin being opened provides more security than open collection bins or bins having locks that are easily defeated without leaving evidence of tampering. A third advantage is that the second chance temporary storage provides an opportunity to be sure that records are not too hastily destroyed.
Scheduled Service
Another embodiment of the present invention contemplates an item collection and disposal process that occurs according to a regular schedule. Within this Scheduled Service, the tamper-evident bins within a particular location are placed at workstations, for example, individual offices, desks or work tables, copy rooms, mail rooms, etc. Further, a schedule for bin pickup is created for each workstation, for example, some bins are scheduled for pickup once a day, while other bins are scheduled for pickup once a week. Referring to FIG. 2, based on schedules requested by the customers, a next pickup date, for example, a calendar day, is determined (step 232); and all workstations for each location requiring a bin pickup at the next pickup date are identified (step 234). Next, one or more work orders and pickup routes are created (step 236), so that all of the locations for that pickup date can be serviced.
A service person then travels (step 238) to the next location according to the pickup route and goes to a specific workstation (step 240) as instructed by the work order. Referring to FIG. 5, a workstation may be a desk or table 301 with a tamper-evident bin 300 placed beneath. A label 303 with a workstation identity code 305 has been previously assigned or applied to a surface 307 of the workstation 301. The service person then captures or writes down (step 242) the workstation identity code, and that code is compared with workstation location information in the work order. Thus, the service person is able to determine whether he/she is at the correct workstation. Next, the service person captures or writes down an identity code 309 that is on a bin 300 located at the workstation.
The identity code for the new replacement tamper-evident bin and its location is then captured or written down (step 248), and that identity code becomes the valid bin identity code now expected to be located at the current workstation. If this is not the last workstation (step 250) with a bin scheduled for pickup, the service person then proceeds to the other workstations at the current location as instructed by the work order. Thus, the process of steps 240-250 is repeated until the tamper-evident bins at all of the workstations scheduled for pickup at the current location have been replaced. The service person then travels to the next customer location (step 238) as determined by the pickup route; and the process of steps 238-252 is repeated until the last customer location for the pickup route has been serviced.
Once the service route is complete, the service person travels to the disposal facility where two processes occur. First, the recorded identity codes of the old bins are compared (step 254) with the identity codes in the work order. Thus, the disposal service provider is able to determine whether the bins that were picked up are the same ones that were previously placed at the workstation. If there is a discrepancy between the recorded identity codes and identity codes in the work order, an error report is generated (step 255).
Second, the physical integrity of the incoming tamper-evident bins is checked. Again, while an unauthorized entry into the tamper-evident bins cannot be prevented, one can easily determine whether there has been an improper switching of bins or an unauthorized access into a bin.
In a manner similar to that described with respect to FIG. 1, second chance bins are identified and stored (step 256); and then all bins scheduled for destruction are collected and destroyed (step 258) with the confidential items therein and without ever opening the bin.
The Scheduled Service has the same advantages of the Basic Service, that is, first, the tamper-evident bins are never opened; and confidential records cannot be viewed during the collection and disposal process. Second, tamper-evident bins leave evidence of the bin being opened; and third, the second chance temporary storage provides an opportunity to be sure that records are not prematurely destroyed. In addition, the scheduled service provides various scheduling options in which, at the highest level, each bin is individually scheduled for automatic pickup and destruction. Further, the Scheduled Service can include an option to uniquely identify each tamper-evident bin with an identity code that allows the bin to be tracked from the time that it is put into service until the time of its destruction. The use and tracking of identity codes permits a determination of whether there has been an unauthorized removal, replacement or opening of a tamper-evident bin. Thus, with the processes described herein, the security of the confidential items collection and disposal process is substantially improved.
Data Collection
One aspect of the embodiment of FIG. 2 is its capability to continuously track and follow the location of each tamper-evident bin being utilized. In the above description, identity codes are captured and recorded. The identity codes can be read visually by the service person and manually recorded. Further, in some embodiments, the service person can compare the read codes to codes in the work order and determine whether the bin to be picked up is the correct one. If not, depending on established procedures, the service person can simply record the discrepancy or initiate an inquiry. Alternatively, the recorded identity codes can be later reviewed by someone with the disposal service provider; and that person can alert the customer.
In a further embodiment, the capturing of identity codes can be automated by the service person collecting the bin using a data entry or collection device 101 such as that depicted in FIG. 3. The device 101 is a commercially available device that can be carried by a service person or attached to a clipboard, etc. The device 101 has a computer or microprocessor unit 102 that receives input data from a reader 104, for example, a bar code scanner or other device capable of reading coded indicia. The computer 102 is also connected to an output device 106, for example, a display and/or printer.
The reader 104 is used to read coded indicia located on a bin or associated with a location, for example, a coded label attached to an object, for example, a desk, a door edge, a door frame, etc. The identity code is unique to a particular tamper-evident bin or location. The reader 104 interfaces with the computer 102, and the computer 102 executes an operational routine to perform various data handling functions including presenting data to the output device 106. Although not expressly depicted, the computer 102 can be remotely linked to a central computer via, for example, a wireless network connection. The printer/display device 106 provides messages and other information to a user and such information is usually generated under the control of the operational routine running on the computer 102.
The work orders and pickup routes can be downloaded to the computer 102 and displayed to the service person via the output device 106. One or more work orders can be stored in the computer 102 and include the identity of the pickup location and the identity codes of each of the bins expected to be encountered at the pickup location. Further, the error report described at step 255 can be generated by the computer 102 and used by the service person collecting the bin or by another person within the service provider.
Tamper-Evident Bin
A layout of an exemplary tamper-evident bin useful in various embodiments of the present invention is illustrated in FIG. 4. Because one of ordinary skill in the field of package design and manufacture will readily appreciate how to properly score cardboard material so that it folds in an intended way, the mechanical details of creating the score lines and the fold lines depicted in FIG. 4 will be omitted.
The tamper-evident bin of FIG. 4 utilizes known techniques in the manufacture of cardboard boxes to preassemble the tamper-evident bin so that it can be easily transported and efficiently stored as a generally flat structure. Further, as delivered to the user, the tamper-evident bin can be easily and quickly assembled.
The view depicted in FIG. 4 is that of the inside of the bin before it is preassembled. One preassembly sequence to facilitate setup by a customer is described. Bottom panels 342 and 344 are folded along their score lines over top of panels 338 and 340, respectively. Next, tab 304 is folded backwards along its score line, and similarly, tab 306 is folded backwards along its score line. Additionally, panel 308 is folder over top of panel 336, and panel 302 is folded over top of panel 318.
Glue or adhesive is placed on the exposed portion of the tab 306, and the panels 314, 336, 308 are folded as a unit along line B-B. In this manner, the tab 306 is affixed to a portion of the panel 308, which becomes adjacent thereto due to the folding along the line B-B. Glue or adhesive is now applied to the exposed portion of the tab 320, and the panels 312, 318, 302 are folded as a unit along the line A-A. In this manner, the tab 304 is affixed to a portion of the panel 302, which becomes adjacent thereto due to the folding along line B-B; and a portion of the panel 318 becomes affixed to the tab 320.
As a result of this preassembly, the tamper-evident bin 300 is substantially flat but has a self-assembling and automatically locking bottom. Therefore, when the user separates the two folded over halves of the bin, the glued panels automatically create a secure bottom leaving only assembly of the top tabs and panels for the user.
The layout and scoring of the bin illustrated in FIG. 4 provide a self-closing top. As the user pushes the panel 346 down towards the inside of the bin, the score lines cause the panels 310, 312 to be drawn downwards toward the inside of the bin such that a portion of the panel 312 lays over panel 310. If panel 338 is considered to be the front of the bin then panel 336 is the back of the bin; and, thus, panel 314 can be considered as a lid that is folded over top of panels 310 and 312. The lip 316 is folded down to fit in the opening 322 to close the lid. Thus, the panels 310, 312, 314 and 346 seal the edges of the top of the bin 300. The panels 318 and 340 form endwalls of the bin 300.
To assemble the self-locking closure of the lid, butterfly tabs 324 and 326 are folded over the flap 334, which is then inserted through the opening of lip 316 to provide a fully assembled tamper-evident bin 300 as illustrated in FIG. 5. With the flap 334 fully inserted, the tabs 324 and 326 unfold, so that the flap 334 is secure and the lid of the fully assembled bin cannot be opened without evidence of such opening being readily apparent. The tamper-evident bin 300 includes handles 332 and 330 and a paper insertion slot 328 (FIG. 5) that is located near an upper edge of one end of the bin 300 and is formed by depressing a hinged flap 329 inward. The flap 329 is hinged along a lower edge of the slot 328, so that it is more difficult for paper to accidentally fall out of the bin 300. It should also be noted that the slot 322 and flap 334 are located along a longitudinal edge of the bin 330 to provide the maximum strength for the self-locking mechanism. Further the interior walls of the bin are smooth and have no obstructions to interfere with paper being stacked inside.
In use, the tamper-evident bin 300 is often placed under a desk or table 301, and a user can easily insert paper through the slot 328, thereby collecting the paper in the bin 300. The insertion slot 328 has several beneficial features. First, the slot 328 is not a full cutout but, instead, a flap 329 is hinged along a bottom edge of the slot 328 and prevents papers from inadvertently sliding back out of the slot 328. Second, the insertion slot 328 is provided in an endwall 340 of the bin 300, which requires that paper be inserted in a horizontal orientation. Therefore, paper can be inserted into the bin 300 without having to move the bin and without interference with the horizontal surface. Further, placing the insertion slot 328 near the top of the endwall greatly facilitates horizontal stacking of the paper over the full height of the bin.
With known box designs having a paper insertion slot in the top surface of the box, inserted papers tend to remain vertically oriented and often clog the paper insertion path below the slot, thereby preventing the insertion of more paper. Further, with a top surface insertion slot, the requirement of having to reorient the paper inside the box for proper stacking substantially limits the volume of paper that can be collected in the box.
While the invention has been illustrated by the description of several exemplary embodiments and while the embodiments have been described in considerable detail, there is no intention to neither restrict nor in anyway limit the scope of the appended claims to such detail. Additional advantages and modifications will readily appear to those who are skilled in the art. For example, in FIGS. 4 and 5, the slot 328 is an elongated slot that is sized to accept confidential papers. As will be appreciated, in alternative embodiments, the slot 328 may have different shapes to accept confidential items of a different shape. For example, referring to FIG. 6, the slot 328 a is circular and sized to accept prescription pharmaceutical containers; and referring to FIG. 7, the slot 328 b is generally star shaped and is able to accept plastic packaging or other materials.
The identity codes on the tamper-evident bins and workstations described herein are either man-readable codes and/or machine readable codes, for example, bar codes. As will be appreciated, in alternative embodiments, other functionally equivalent methods and techniques readily exist that can be used as well, for example, RF identification tags, etc.
One example of the construction of a cardboard tamper-evident bin that is preassembled and has a self-locking closure is described herein. As will be appreciated, other materials and constructions as well as other designs for a self-locking closure can be used. Further, while the bin is described as being made of cardboard, in alternative embodiments, other materials that are compatible with a paper destruction or shredding process may be used. For example, if the destroyed paper is not to be recycled, the tamper-evident bin can be made of a plastic material that can be incinerated unopened with the confidential records and paper inside.
The Basic Service as described herein does not include the use of identity codes on the tamper-evident bins; however, as will be appreciated, in alternative embodiments, the use of identity codes can be an option in association with the Basis Service.
Therefore, the invention in its broadest aspects is not limited to the specific details shown and described. Consequently, departures may be made from the details described herein without departing from the spirit and scope of the claims, which follow.

Claims

1. A method of collecting and disposing of confidential items comprising:

placing a bin at a location permitting a confidential item to be placed in the bin;

thereafter, retrieving the bin and the confidential item therein from the location without opening the bin; and

destroying the bin and the confidential item therein without opening the bin.

2. The method of claim 1 further comprising transporting the bin and the confidential item therein from the location to a processing facility without opening the bin.

3. A method of collecting and disposing of confidential items comprising:

placing a bin having a first identification thereon at a location permitting a confidential item to be placed in the bin;

storing the first identification of the bin in association with a identity of the location;

thereafter, retrieving the bin and the confidential item therein from the location without opening the bin;

reading the first identification on the bin;

determining that the first identification read is the same as the first identification stored with the first identity to confirm that the bin retrieved from the location is the as the bin that was placed at the location.

4. The method of claim 3 further comprising destroying the bin and the confidential item therein without opening the bin.

5. A method of collecting and disposing of confidential items from a facility having a plurality of workstations associated with the confidential items comprising:

providing a plurality of tamper-evident bins having respective self-locking closures;

providing each of the tamper-evident bins at a respective one of the plurality of workstations;

retrieving the plurality of tamper-evident bins and the confidential items therein from the plurality of workstations without opening any of the plurality of tamper-evident bins; and

inspecting each of the tamper evident bins to determine whether any of the tamper-evident bins has been opened after it was placed at a workstation.

6. The method of claim 5 further comprising destroying the plurality of tamper-evident bins and the confidential items therein without opening any of the plurality of tamper-evident bins.

7. A bin for collecting confidential items comprising:

two opposed, generally vertical, endwalls;

two opposed, generally vertical, rectangular sidewalls;

a generally horizontal rectangular top;

a generally horizontal rectangular bottom in opposition with the top;

the endwalls, sidewalls, top and bottom being connectable together to form the bin such that opening the bin is subsequently detectable by physical damage to the bin;

an insertion slot located near an upper edge of an endwall and adapted to receive the confidential items; and

the bin being made of a material permitting the bin and the confidential items therein to be simultaneously destroyed.

8. The bin of claim 7 wherein the material is cardboard.

9. The bin of claim 8 wherein the endwalls, sidewalls, top and bottom are formed from a common piece of material.

10. The bin of claim 7 further comprising a flap hinged to a lower edge of the insertion slot and extending upward and inward into the bin.

11. The bin of claim 7 further comprising a self locking tabs for connecting the top to one of the sidewalls.

12. The bin of claim 7 wherein the slot is sized to accept paper items.

13. The bin of claim 7 wherein the slot is sized to accept containers for pharmaceuticals.

14. The bin of claim 7 wherein the slot is sized to accept plastic materials.

15. The bin of claim 7 wherein first edges of the endwalls, sidewalls, top and bottom are not connected to adjacent edges of the endwalls, sidewalls top or bottom, and the bin further comprises flaps extending from respective first edges and overlapping respective adjacent edges to eliminate any open joints between the first edges and respective adjacent edges.